Administrative Assistant

Position Details

Position Information

Recruitment/Posting Title Administrative Assistant Job Category URA-AFT Administrative Department Climate Action Overview

The Office of Climate Action (OCA) stewards implementation of the Climate Action Plan across the university. Our mission is to transform Rutgers into a living lab for climate action, working toward our climate goals by embodying our core values. This work is built on a foundation of actionable scholarship, guided by an ethic of service and justice, working to achieve our climate goals. It includes continuous evaluation informed by rigorous, transparent data collection. It is fueled by robust stakeholder engagement and empowerment. OCA works with academic, operational, financial, and engagement units across Rutgers.

Posting Summary

Rutgers, The State University of New Jersey is seeking an Administrative Assistant for the Office of Climate Action. This position reports to the Chief Climate Officer and provides administrative support and performs related duties as assigned.

Importantly, this position serves as the first point of contact for many when engaging with OCA and is expected to engage professionally and respectfully with a wide range of audiences, while maintaining the integrity and interests of OCA.

Among the key duties of the position are the following:

• Assists the Chief Climate Officer with various position-related tasks as needed on a day-to-day basis.
• Handles tracking projects, coordinating agendas for meetings, conducting research and managing ad hoc projects as necessary.
• Coordinates the calendar for the Chief Climate Officer, including setting up meetings for multiple attendees, securing conference rooms, and organizing general calendar workflow.
• Serves as the OCA liaison with Institutional Planning and Operations - Business Service relating to invoices/payments, initiating procurement of needed goods and services (creating purchase requisitions/orders), managing office/copier supplies, obtaining signatures on forms, completing other required documentation for procurement purposes, and other various finance and administrative related duties as needed.
• Assists with coordination of OCA events.
• Creates routine communication materials, including, but not limited to monthly newsletters, social media posts, website posts, and others.
• Performs other duties as assigned.

FLSA Nonexempt Grade 03 Salary Details Minimum Salary 52602.480 Mid Range Salary 64788.980 Maximum Salary 76975.480 Offer Information

The final salary offer may be determined by several factors, including, but not limited to, the candidate's qualifications, experience, and expertise, and availability of department or grant funds to support the position. We also take into consideration market benchmarks, if and when appropriate, and internal equity to ensure fair compensation relative to the university's broader compensation structure. We are committed to offering competitive and flexible compensation packages to attract and retain top talent.

Benefits

Rutgers provides a comprehensive benefits package to eligible employees. The specific benefits vary based on the position and may include:

• Medical, prescription drug, and dental coverage
• Paid vacation, holidays, and various leave programs
• Competitive retirement benefits, including defined contribution plans and voluntary tax-deferred savings options
• Employee and dependent educational benefits (when applicable)
• Life insurance coverage
• Employee discount programs

Position Status Full Time Working Hours Standard Hours 37.50 Daily Work Shift Day Work Arrangement

Consistent with the current application of Rutgers Policy 60.3.22 or the applicable provisions of relevant collective negotiations agreements, this position may be eligible for a hybrid work arrangement. Flexible work arrangements are not permanent, subject to change or discontinuation, and contingent on the employee receiving approval in the FlexWork@RU Application System.

Union Description URA-AFT Administrative Payroll Designation PeopleSoft Seniority Unit Terms of Appointment Staff - 12 month Position Pension Eligibility ABP

Qualifications

Minimum Education and Experience

• Bachelor's degree in a related field, or an equivalent combination of education and/or experience that demonstrates knowledge and understanding of office administration, organization, coordination, facilitation, bookkeeping, and/or report writing principles and practices.

Certifications/Licenses Required Knowledge, Skills, and Abilities

• Good communication skills and computer literacy.
• Excellent interpersonal skills; written and oral communication skills; problem solving skills; and organizational skills.
• Demonstrated proficiency with Microsoft Office Suite (Word, Excel, Access, PowerPoint, etc.), video/calls/conferencing, and email applications.
• Ability to attend to multiple concurrent tasks.
• Sufficient knowledge of university operations to establish and maintain appropriate priorities.

Preferred Qualifications

• 5 years of relevant experience in an administrative function.
• Good communication skills.
• Computer literacy.
• Comprehensive knowledge of Rutgers University policies, procedures, and organizational structure; knowledge of the University procurement system.

Equipment Utilized Physical Demands and Work Environment Special Conditions

Posting Details

Posting Number 26ST1167 Posting Open Date 06/04/2026 Special Instructions to Applicants Regional Campus Rutgers University-New Brunswick Home Location Campus Douglass (RU-New Brunswick) City New Brunswick State NJ Location Details

Pre-employment Screenings

All offers of employment are contingent upon successful completion of all pre-employment screenings.

Immunization Requirements

Under Policy 100.3.1 Immunization Policy for Covered Individuals, if employment will commence during Flu Season, Rutgers University may require certain prospective employees to provide proof that they are vaccinated against Seasonal Influenza for the current Flu Season, unless the University has granted the individual a medical or religious exemption. Additional infection control and safety policies may apply. Prospective employees should speak with their hiring manager to determine which policies apply to the role or position for which they are applying. Failure to provide proof of vaccination for any required vaccines or obtain a medical or religious exemption from the University will result in rescission of a candidate's offer of employment or disciplinary action up to and including termination.

Equal Employment Opportunity Statement

It is university policy to provide equal employment opportunity to all its employees and applicants for employment regardless of their race, creed, color, national origin, age, ancestry, nationality, marital or domestic partnership or civil union status, sex, pregnancy, gender identity or expression, disability status, liability for military service, protected veteran status, affectional or sexual orientation, atypical cellular or blood trait, genetic information (including the refusal to submit to genetic testing), or any other category protected by law. As an institution, we encourage all qualified applicants to apply. For additional information please see the Non-Discrimination Statement at the following web address: http://uhr.rutgers.edu/non-discrimination-statement

Supplemental Questions

Required fields are indicated with an asterisk (*).

• • Do you have a Bachelor's degree in a related field, or an equivalent combination of education and/or experience that demonstrates knowledge and understanding of office administration, organization, coordination, facilitation, bookkeeping, and/or report writing principles and practices?

• Yes

• No

• • Are you currently a member of URA-AFT?

• Yes

• No

Applicant Documents

Required Documents

• Resume/CV
• Cover Letter/Letter of Application

Optional Documents

• List of Professional References (contact Info)